ASSESSMENT COVER SHEET

STUDENT DETAILS / DECLARATION:

Course Name: BSB40215 Certificate IV in Business
Unit / Subject
BSBADM405_T12021 Organise Meeting_T12021
Name:
Assessment BSBADM405#2021.05
Trainer’s Name: Mohammad Rezaur Rahman
No: Task 1-3

 I fully understand the context and purpose of this assessment.

 I am fully aware of the competency standard/criteria against which I will
be assessed.

 I have been given fair notice of the date, time and venue for the
assessment.
I declare that:
 I am aware of the resources I need and how the assessment will be
conducted.

 I have had the appeals process and confidentiality explained to me.

 I agree that I am ready to be assessed and that all written work is my
own.
208846
Student Name: Pattarakhun Boonlert Student ID:
Student’s Pattarakhun Boonlert Submission
05 / 03 /2021
Signature: Date:

ASSESSOR USE ONLY: (ACADEMIC DEPARTMENT)

o First submission: o Satisfactory o Not Satisfactory
Result:
o Re-submission: (Attempt
o Satisfactory o Not Satisfactory
___ )
Assessor’s
Feedback:

Trainer/Assessor Declaration: I declare that I have conducted a fair,

valid, reliable and flexible assessment with this student, and I have
Date:
provided appropriate feedback. / /
Assessor Signature:

ASSESSMENT SUBMISSION RECEIPT: (CAN BE COMPLETED BY ANY DEPARTMENT.)

It is student’s responsibility to keep the assessment submission receipt as a proof of submission of assessment
tasks.
Student Name: Pattarakhun Boonlert Student ID: 208846

Unit / Subject BSBADM405_T12021 Organise Assessment BSBADM405#2021.05

Code: Meeting_T12021 No: Task 1-3

Staff Name: Signature:

Department: Date: / /
Answer 1

APPENDIX 1: WRITTEN QUESTIONS

Answers to the questions below:

Question 1

Three types of meetings, their purpose and the different ways that they can be conducted.

Answer

• staff team meetings – for internal work/progress updates and information sharing
between staff and/or team members
• client meetings – between organisations/management and customers/clients to
gather feedback, identify/meet needs, build relationships
• vendor meetings – between organisations/management and suppliers of products
or services to negotiate terms/contracts, provide feedback
• annual General Meeting (AGM) – for organisations to report to stakeholders
including staff, shareholders and the public and comply with legal requirements
• board meetings – for CEO and board directors/members to discuss
organisational direction.
• face to face
• teleconference
• video conference
• online

Question 2

What does a meeting code of practice cover, and why do organisations have them?

Answer

● Codes of practice are developed by the organisation and detail the meeting
procedures such as:

○ frequency of meetings

○ attendance requirements

○ standards of behaviour

legislative or regulative requirements applicable to that particular organisation.

• Organisations use codes of practice to govern the way in which meetings are
conducted to ensure the effectiveness of meetings.

Question 3

Describe two types of legislation that affect meeting requirements and describe how they
might impact on meeting arrangements..

Answer

● Legislation relating to companies or associations.

● Legislation regarding public meetings.

 Other applicable workplace legislation, such as anti-discrimination, Equal Opportunity,
harassment, Occupational Health and Safety, industrial legislation.

Question 4

List three requirements of public meetings

Answer

● Meeting must be properly noticed

● Meeting must be open to the public

Minutes must be taken.

Question 5

List the requirements that you would need to know prior to organising a meeting.

Answer

● date, time and duration

● meeting structure (e.g. formal or informal) and purpose

● meeting host and speakers

● agenda
● number of participants (internal and external)
● specific needs of participants
● location preferences
● seating arrangements (e.g. theatre style, table and chairs)
● pre-reading materials for attendees
● documentation requirements for the meeting
● equipment required for the meeting (e.g. video/data projector, microphone,
whiteboard)
● teleconferencing or videoconferencing requirements and equipments
● catering.

Question 6

List the resources that may be required for a meeting

Answer

● video/data projector

● teleconference phone/equipment

● microphone

● whiteboard

● laptop computer.
Question 7

How would you conduct a meeting of participants from different cultures?

Answer

• Be mindful of differences.

• don’t obsess over them.

• Set expectations.

• Build relationships.

• Be creative with conflict.

• Be flexible.

• Consider rewards.

Question 8

Discuss the communication techniques that is culturally appropriate?

Answer

• Speak slowly and clearly.

• Use short and simple sentences.

• Maintain normal volume.

• Use different words to express the same idea.

• Prioritise and sequence your instructions.

• Avoid jargon.

• Respond to expressed emotions.

Prepare meeting documents

Submission details

Candidate’s name Pattarakhun Boonlert

Assessor’s name Mohammud Rahman

Assessment
March 05, 2021
date/s

Appendix A – Meeting requirements

You are the Administration Assistant for Bags About Town, a handbag manufacturer. You
have been asked to prepare the notice of meeting and an agenda for the next monthly
directors’ meeting. You are also expected to organise the preparation and distribution of
meeting papers.

The CEO’s personal assistant is responsible for making meeting arrangements. She has
provided you with the following details for the meeting.

Requirement Details

Date 01 March

Time 9am to 1pm

Duration Half day

Attendees Senior Management Team – CEO, General Manager, IT

Director, Finance Director, HR Manager, Marketing
Manager, Buying Director, Warehouse Manager,
Regional Operations Manager

Meeting structure (e.g. Formal

formal or informal)
Requirement Details

Meeting purpose Regular monthly meeting of senior management team.

The meeting is formal and follows a standard format
including: minutes, business arising and
correspondence. Other standing agenda items include:

● CEO update (15 minutes).

● 10 minute activity reports from the General

Manager (Sonia Hurst), Finance Director (Brett
Simons), Marketing Manager (Seth Gorman),
Buying Director (Vincent Khoo), Warehouse
Manager (Chris de Kunder) and Regional
Operations Manager (Jeremy Singh).

● 10 minute morning tea break at about 10.30.

● Appropriate time between items for questions,

discussion and decision-making.

● CEO concluding remarks.

● This month’s meeting will also include:

● 30 minute presentation from the IT Director (Jamie

Priddle) on progress of the sales terminal upgrade
project.

Meeting purpose ● 40 minute question and answer discussion on

(continued) Workforce Agreements lead by the HR Manager
(Maria Angelus).

● 10 minute presentation by the Design Team,

reporting on international fashion trends (5
members of the Design Team will attend for this
portion of the meeting only).

Meeting chair CEO – Mark Schofield

Number of participants Nine members of the senior management team and the
(internal and external) CEO’s personal assistant who will act as minute-taker.

Five members of the Design Team will attend only for

their meeting item.

Location Boardroom, Bags About Town head office, Level 14, 194
Collins Street, Sydney.
Requirement Details

Pre-reading materials A number of documents need to be distributed in hard

for attendees copy to meeting participants at least one week in
advance of the meeting, they are:

● Agenda

● Minutes of previous meeting

● Sales terminal upgrade progress report

● Draft Workforce Agreement.

Documentation The following documents will be distributed in hard copy

requirements for the at the meeting:
meeting
● Monthly budget report

● Correspondence list

● Design Team summary report.

Equipment required for Laptop

the meeting (e.g.
video/data projector, Data/video projector
microphone,
whiteboard)

Teleconferencing or Nil
videoconferencing
requirements and
equipments

Catering Morning tea

Appendix B – Schedule to prepare for meeting

1. Schedule to prepare for meetings

Goals Tasks Resources needed Timelines

What do you want to How will you What will help me When do I need to
achieve? achieve this? achieve this by?
get there?

1. Finalize decision By doing discussion, Paper work, 1 day

question and answer documents
about workforce

agreements
Present all new Laptop, Projector
2. Finalize the new design by design 1 day

design of team

product based

on international

fashion brand 3 days

Prepare monthly Laptop, Computer,
3. Reporting Paper, Printer
budget report by
Monthly budget accountant

4. Finalize Prepare Computer, paper, 1 day

correspondence list printer
correspondence

list
Choose a Catering budget,
5. Organize café/restaurant for 1 day
Catering list.
catering Choose the
catering for
menu
participant

2. Notice of meetings

Date: 2021/03/05

Meeting name: regular monthly meeting of senior management team

Date of meeting: 14/03/2021

Start time: Friday 14/03/2021 at 09:00 am

End time: Friday 14/03/2021 at 01:00 pm

To: Senior Management Team – CEO, General Manager, IT Director, Finance Director, HR

Manager, Marketing Manager, Buying Director, Warehouse Manager, Regional Operations

Manager

Good morning dear team, I would like you attend a senior management meeting.

Regular monthly meeting of senior management team. The meeting is formal and follows

a standard format, including minutes, business arising and correspondence.

Pre-reading material for attendees:

The following documents need to be distributed in hard copy to meeting participants at least

one week in advance of the meeting:

Agenda,minutes of previous meeting, sales terminal upgrade progress report, and draft

workplace agreement.

The following documents will be distributed in hard copy at the meeting:

monthly budget report correspondence list design team summary report.

This month’s meeting will also include:

30-minute presentation from the IT Director (Jamie Priddle) on progress of the sales terminal

upgrade project.

Please advise me if you have any special requirement that needs to be considered

If you have any questions, please contact me.

Best regards,

Pattarakhun Boonlert

Administration Assistant, Bags About Town

3. Meeting Agenda

Meeting name: regular monthly meeting of senior management team.

Date of meeting: 14/03/2021

Location: Boardroom, Bags About Town head office, Level 14, 194 Collins Street, Sydney.

Chairperson: CEO – Mark Schofield.

Attendees: Senior Management Team – CEO, General Manager, IT Director, Finance

Director, HR Manager, Marketing Manager, Buying Director, Warehouse Manager, Regional

Operations Manager
Date/time venue: 14/03/2021 9:00 AM – 1:00 PM

Agenda items:

1. Update from the CEO – 15 minutes

2. Activity report – 10 minutes

3. Morning tea break – 10 minutes

4. Presentation from the IT Director – 30 minutes

5. Question and Answer – 40 minutes

6. Presentation by design team – 10 minutes

Resources attendees need to bring: Monthly budged report, correspondence list, and

design team summary report.

4. Documents needed for meetings

Documents for Contact Date required No. of copies No. of copies

person
distribution prior required prepared

to the meetings

Monthly budget Finance 23th October 9 15

Manager
report

Correspondence list General 23th October 9 15

Manager

Design team Design team 23th October 9 15

summary report

Sales terminal Marketing 23th October 9 15

upgrade progress Manager
report

Draft workplace HR Manager 23th October 9 15

agreements

5. Draft E-mail

To: Sonia Hurst, Brett Simons, Seth Gorman, Vincent Khoo, Chris de Kunder and Jeremy

Singh.

Subject: Regular monthly meeting of senior management team.

Location: boardroom, bags about town head office, Level 14, 194 Collins Street, Sydney.
Good morning dear team, I would like you advice all attendees about meeting details and

documents needed to be read prior to the meeting the documents and equipment for the

meetings as follows:

Pre-reading material: agenda, minutes of previous meeting, sales terminal upgrade

progress report, and draft workplace agreement.

Documents: Monthly budget report, correspondence list, design team summary report.

Equipment required: laptop, data /video projector.

Main agenda: finalise decision about workforce agreements, finalise the new design of

product based on international fashion brand reporting monthly budget, finalise

correspondence list & organise catering for participant.

Minutes of previous meeting:

1. Discussion on workforce agreements

2. Reporting international fashion trends

Thank you for your coordination.

Best regards

Pattarakhun Boonlert
Take meeting minutes

Submission details

Candidate’s name Pattarakhun Boonlert

Assessor’s name Mohammud Rahman

Assessment
March 05, 2021
date/s

Meeting Minutes Case 3

SKILLS DEVELOPMENT TRAINING COMPANY

Board meeting

15.03.2021 – 120 Spencer st floor 12 room 7 - AT 9 A.M

Attendees Present:

• General manager

• Project manager

• Stock manager

• Training manager

• Administration assistant

• Stock assistant

• G.M assistant

Approval of minutes:

Unanimous approval

Reports:

• Training manager’s stock report

• Meeting agenda

Note taker:

G.M assistant

Action items Responsible Deadline

Find out how many papers Administration assistant 15/03/2021

we need per

week.
Stock assistant
Make stock checks two days
per week.
Stock manager
 Order papers if we have
less than a

week stock.
Project manager 15/03/2021
Find another paper supplier
in case

there is a problem with the

other

supplier.
Financial manager 30/03/2021
Purchase new computer-
based stock

system.

Train stock staff according Training manager 15/03/2021

to the new

system. Stock assistant 10/03/2021

Convert all the paper work
to new system.
Stock manager
Order papers two days
advance.

Find another supplier which Project manager 15/03/2021

supplies paper faster than
the other one.

Meeting Minutes Case 4

Toy Warehouse

CHRISTMAS LUNCH ORGANIZATION MEETING

15.03.2021 – 120 Spencer st floor 12 room 7 – AT 3 P.M

Attendees Present:

• General manager

• Project manager

• Warehouse manager

• Training manager

• Financial manager

• H.R manager

• H.R assistant

Approval of minutes:

• Unanimous approval
• Meeting agenda

Note taker:

G.M assistant

Action items Responsible Deadline

Determine number of people H.R assistant 05/03/2021

who are

going to participate.
H.R assistant 05/03/2021
Investigate special dietary
requirements.

Hire and organize the place H.R assistant 10/03/2021

for the

venue.

Order catering according to

number of H.R assistant 10/03/2021

people and the special

dietary

requirements. 15/03/2021
Order and organize H.R assistant
decorations for the

venue.
Project manager 15/03/2021
Check and apply acts and
legislations

about venues with alcohol.

Check safety requirements Project manager 15/03/2021

such as fire

exits and fire springs.

Prepare Christmas gift box

for company H.R assistant 10/03/2021

workers.

Prepare Christmas speech General manager 20/03/2021

to motivate

Workers.
Email example for case 3

Dear

Further to our Skills Development Training board meeting. I`ve attached copy of the

Authorised Minutes from the last board meeting which is held on 05.03.2021

Kind Regards

Pattarakhun Boonlert

Project Manager

Skills Development Training

120 spencer st VIC 3000

0413251710 024564566

www.skillsdevelopment.com

Email example for case 4

Dear

Further to our Skills Christmas lunch organization meeting. I`ve attached copy of the

Authorised Minutes from the last board meeting which is held on 05.03.2021

Kind Regards

Pattarakhun Boonlert

Project Manager

Toy warehouse

120 spencer st VIC 3000

0413251710 024564566

www.toywarehouse.com